Placeholders basics

docu tools Service Team
docu tools Service Team
  • Updated

In order to diplay data from docu tools onto an pdf or excel report, we use placeholders. These placeholders act as markers within your template, indicating where the data from docu tools should be inserted. For example, you can create a placeholder like {{project-name}} in the template, which will be dynamically filled with the actual project name in docu tools when generating the report.

There are different sets of placeholders for Excel and for Word, as some are available only in one or the other. By utilizing these placeholders effectively, you can create dynamic and flexible templates that accurately represent the data from your projects, reports, and tasks.

Placeholders syntax and styling

All placeholders are encapsulated within double curly brackets {{ }} and must follow the exact provided syntax, irrespective of the language used in the template text: For instance, {{pin-number}} is a valid placeholder that retrieves the number of the selected pin. However, placeholders such as {pin-number}, {{pinnummer}}, or {{pinnumber}} are invalid due to incorrect syntax and will not function.

Placeholders will not function if they contain empty spaces. To create a placeholder for a multi-word title, substitute the empty space with a hyphen -, for example, instead of {{dataset-Room info}}, use {{dataset-room-info}}.

The output appearance will be formatted based on the styling of the placeholder within the template. So if your report doesn't look like you want it to you'll have change the template. On the other hand, the dynamic data is displayed as it is entered in docu tools. So if there is a typing error in the pin title displayed, this must be changed in the corresponding pin in docu tools.

Placeholder sections

When working with Task and Pin placeholders, there's a particular structure to consider. As Pins and Tasks often repeat in a report, it's crucial to define the specific section where these placeholders appear. This confined area will be populated with data from a Pin or Task, replicating as many times as they occur in the report.

These sections always start with {{pins}} or {{tasks}} and close with {{/pins}} or {{/tasks}}. Any content between these placeholders will be repeatedly displayed based on the number of Pins or Tasks. It is important to note that the additional / is only included in the closing tag.

Other sections include:

  • {{pin-sort}} and {{/pin-sort}} - Area for pin sortation placeholders.
  • {{pin-medias}} and {{/pin-medias}} - Space for {{pin-media-file-name}} in Excel reports.
  • {{comments}} and {{/comments}} - Section for task comments.
  • {{attendees}} and {{/attendees}} - Area for contact placeholders.

There are also sections that only display the text within them if a condition is met. Usually, the placeholders won't be shown in the report if there is no data to fill them with. For example, if there are no tasks in a given Pin, the task placeholders won't be displayed. However, to add a headline text that appears when the corresponding content is present, if-sections have been introduced. Positioned outside the opening and closing placeholders, these sections verify the existence of content. Headlines are displayed exclusively if there is actual content following the specified condition.

We defined the following if-sections:

  • {{if-tasks}} and {{end-if-tasks}} - Headlines are shown only if there is at least one active task in the pin.
  • {{if-media}} and {{end-if-media}} - Headlines are shown only if there is actual media content.
  • {{if-task-comment}} and {{/if-task-comment}} - Headlines are shown only if there are comments in the task.

For instance, these placeholders can be used as follows:




Pin Photos





The headline "Pin Photos" will not appear in the report if there are no photos in the pin.

Inactive content in reports

In reports, inactive tasks and media are excluded. However, inactive pins are included in the report.

Report placeholders

  • {{today}} - The date of the protocol creation to easily identify the recency of the report, which allows for proper tracking and monitoring of defect resolution progress over time.
  • {{weeknumber}} - Displays the number of the week in which the report is created.
  • {{author}} - Returns the name of the user, who created the report.
  • {{author-email}} - Shows the email address of the report creator.
  • {{author-number}} - Displays the phone number of the user, who created the report.
  • {{Author-company}} - Displays the company of the report creator.
  • {{report-title}} - Displays the title, that was given to the report upon creation in the app.
  • {{report-filter}} - Shows the filter that was used for creating the report. It works when the report is created in the reports list view.
  • {{pagebreak}} - Adds a pagebreak in word reports.

Tip: General page breaks can be inserted as static directly in the Word template. If you wish to insert a page break after each Pin or Task, simply include the placeholder {{pagebreak}}.

Placeholders for creating a signature field

These placeholders enable direct signing within the iPad app, contributing to the report's final output:

  • {{signature-NAME}} - Displays a signature field during report creation, which is then output in the final report.
  • {{signaturename-NAME}} - Creates a text field for the signer's name during report creation on an iPad, which is then included in the report.

NOTE: As these placeholders can be used multiple times within a report template, it's crucial to differentiate them. The "NAME" segment of the placeholder is meant to be replaced with a meaningful description, specifying the location in the report where you intend to display the specific signature and name.

For instance, consider setting up a report with two signature and name fields using the following syntax in the template:

Signature template

The report will reflect the results as illustrated below:

Signature in report

These placeholders are included in our default report template, "Daily Protocol".

Placeholder for the weather information

The placeholders will offer weather-related data based on the location specified in your project settings. To ensure their functionality, refer to the validation located on the right side of the address.

  • {{weather-icon-info}} - Displays the weather forecast for the provided project address, featuring a small weather icon. The placeholder is formatted as a table, presenting the weather icon within the first column and the forecast description alongside temperature details in the second column.

  • {{weather}} - When this placeholder is used in a report template, a new section will appear in the report creation window, automatically preselecting the weather details for the current day. By clicking on the edit button you can select a modify the date. The delete button resets the date back to the present day. This placeholder does not include a weather icon.

  • {{pin-weather}} This placeholder displays the weather of the date of the creation of the pin.

Pin sortation placeholders

These placeholders allow you to organize reports by plans and categories, and you can attach a title to ensure proper sorting within the table of contents.

If there's no specific sorting placeholder, the app will use the default sorting from the pin/task list. However, the sorting placeholders will override the app's default sortation.

NOTE: These placeholders are only available for reports in Word format.

NOTE: The sorting placeholders should encompass the pin area within the sort area. The correct usage is:



...sortation placeholders...

{{pin}} placeholders...




  • {{pin-sort}} - Open the pin sortation area.
  • {{/pin-sort}} - Close the pin sortation area.
  • {{sort-by-plan}} - This function arranges pins according to the name of the plan they are associated with, followed by sorting the pins based on their pin numbers.
  • {{sort-by-category}} - This function organizes Pins based on their respective categories, sorting the categories in alphabetical order from Z to A.
  • {{pin-sort-title}} - This placeholder is utilized in conjunction with either of the preceding placeholders. It serves to display the name of the sorted plan or category.

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